How to manage to make all? How to forget nothing? How to realize very difficult and long projects? Why one people can realize all the purposes and plans, and others aren't present?
Each of us has resources which we operate: time, health, individual abilities, material and intangible assets. To be the most successful in achievement of the purposes, it is necessary to use correctly these resources, and the control system – time, affairs, projects is for this purpose necessary.
Besides, most of people hold all information in the head and don't keep any records. As, the brain of the person has natural restrictions, all information can't be held in the head. Therefore most of people forgets something, doesn't manage to make the affairs, is overloaded with tasks so that has a severe stress and isn't capable to think as the brain is already crowded. The control system of the affairs allows to solve this problem also.
Simple decision: it is necessary to keep records; there has to be an accounting system; it is necessary to release the brain from unnecessary operational information!!!
In the organization of the daily affairs there is nothing revolutionary. Each successful person uses the method convenient and clear for him.
I want to share in this article own experience. Methods which I want to present in this or that form already have been presented by various business coaches. Having studied a lot of material and having taken various recommendations, I have collected for myself a certain control system of own affairs, have simplified as much as possible as far as it is possible, and I use daily in the life. I have found a lot of practical advice in the book by David Alain "How to put affairs in order".
My personal experience.
System elements:
A notebook for record of thoughts, the ideas, tasks, other important information (a usual notebook).
List of affairs/projects (Google table/Excel table).
List of tasks: short-term, medium-term, long-term on each project (Google table/Excel the table).
Daily log.
Folders on each business / project which are collected in a shared folder.
A notebook for record of thoughts, the ideas, tasks. It is a usual notebook, it is desirable small that - it could be carried always with itself, in a firm cover and it long didn't wear out.
It is very important tool which always near at hand. Every time when I give rise the idea, or arises a task of any business, or it is just necessary to write down important information, I get a notebook and I write down. Then I look through this notebook and I make entries already in the table: tasks, the daily log or in the list of new affairs / projects, or I leave in a notebook for later.
The main task of this tool – to write down important information at once not to forget. If you don't write down the idea or an important thought at once, you will forget her and any more never remember.
- The list of affairs/projects (Google table/Excel the table) – here we write down the list of all projects / affairs in a row. What has put decides to write down everyone. If business single, then perhaps it is worth writing down it in the daily log at once and if more long-term, then in the table. To solve to you.
The table will be constantly replenished in process of emergence of new affairs / projects. I paint over the executed affairs GREEN which affairs I have refused or which became not relevant I paint over BLUE.
I specify project terms in brackets. If business regular, annually repeating, such as "accounts department", then terms I don't specify.
Figure 1. list of affairs / projects.
- List of tasks: short-term, medium-term, long-term on each project (Google table/Excel the table) – here on each business / project I keep the list of the current tasks.
For every year I create a leaf and I designate current year.
I highlight with YELLOW color those tasks which are in process of realization.
In RED color – outstanding tasks.
In BLUE color – tasks which I have cancelled.
In GREEN color – the tasks which are carried out.
NOT PAINTED OVER – tasks in line.
This list constantly is replenished, as required.
Such method allows to see what is already executed that else needs to be executed. Everything is written down, it isn't necessary to guess what now to do to me or on what I have stopped; just I come and I look.
I have put everything near at hand, and it is accurately visible at what stage of realization.
Figure 2. Table "list of tasks of each business / project".
- The daily log (diary) – this tool doesn't need representation. I want to designate only some features of the work with him.
I use two colors of the handle: BLUE and RED. BLUE, I write the plan for every day. RED at the end of the day I designate what tasks are carried out (I divide marks on fields opposite to each task). Besides, I write with the RED handle comments during the day if it is necessary. Such method allows to distinguish accurately that has been planned and that is already executed. Different colors allow not to merge to records in one monolithic text. It is visually conveniently perceived.
Every evening I transfer tasks for the next day from "the table of tasks" to the Daily log, from a notebook of thoughts/ideas/tasks. Also here I write down some minor tasks which arise, at once from time to time: to pay the bill for the Internet, to carry the laptop in repair, to descend behind products, to call Petrov, …
- Folders on each business / project which are collected in a shared folder – "the main storage" of all documents and files on projects/affairs. I store these files on a flash card and in a cloud service.
Figure 3. The folders on each business / project collected on a separate flash card.
Here as required I collect and I store information. One of the main files on each project – the Purposes, Terms, Tasks. Before breaking to performance even of the simplest purpose, I make the plan also I consider as well as what to make what steps to take. It allows to save time, to work systemically and effectively.
In conclusion I want to tell: make entries, don't lose important information, set and reach the purposes.